CITY OF GAINESVILLE
INVITATION TO BID
BID No. 27001
Meter Sub Assembly Kits
Bid Release:
Bid Questions Deadline:
Bid Due Date:
August 12, 2026
August 27, 2026 @ 10:00am EST
September 3, 2026 @ 2:00pm EST
Postal Return Address:
City of Gainesville
Dept of Water Resources
757 Queen City Pkwy
Gainesville, GA 30501
Courier Delivery Address:
City of Gainesville
Dept of Water Resources
757 Queen City Pkwy
Gainesville, GA 30501
City of Gainesville
Invitation to Bid
OVERVIEW
BID No. 27001
Meter Sub Assembly Kits
The City desires to purchase 4,000 Meter Sub Assembly Kits. Meter Sub Assembly Kits are expected to be
available for use at 1006 S. Bradford Street Ext, Gainesville GA 30501 not later than September 30, 2026.
BID CORRESPONDENT
Upon Release of this Bid, all vendor communications concerning this acquisition must be directed to the
Department of Water Resources correspondent listed below:
Amy Bennett
City of Gainesville
757 Queen City Pkwy, Gainesville GA 30501
Phone: 770-538-2453
abennett@gainesvillega.gov
Unauthorized contact regarding the Bid with other Gainesville City employees may result in disqualification.
Any oral communications will be considered unofficial and non-binding on the City of Gainesville. Vendor
should rely only on written statements issued by the Bid correspondent.
BID QUESTIONS
All questions must be submitted in writing to the Bid correspondent named above. Questions must be
received by 10:00 a.m., August 27, 2026. A list of questions and answers will be provided to all known
Bidders and by request. Requests may be made to the Bid correspondent named above.
BID RESPONSE DATE AND LOCATION
The Department of Water Resources must receive the vendors’ Bid in a sealed envelope, in its entirety, not
later than 2:00 pm Eastern Standard Time in Gainesville, Georgia on September 3, 2026. Bids arriving after
the deadline will be returned unopened to their senders. All Bids and accompanying documentation will
become the property of the City of Gainesville and may not be returned. One (1) original and (1) copy of
this Bid must be submitted to allow for evaluation. Bids must be clearly marked on the outside of the
package:
Meter Sub Assembly Kits Bid No.27001
Vendors assume the risk of the method of dispatch chosen. The City of Gainesville assumes no
responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for
actual Bid receipt. Late Bids will not be accepted nor will additional time be granted to any vendor. Bids
may not be delivered by facsimile transmission or other telecommunication or solely by electronic means.
Bid Schedule:
Bid Release:
August 12, 2026
Bid Questions Deadline: August 27, 2026 10:00am EST
Bid Due Date:
September 3, 2026 2:00pm EST
Anticipated Award Date: September 4, 2026 (subject to final Bid review)
WAIVER OF TECHNICALITIES
All items must meet or exceed specifications as stated by the City of Gainesville. The City of Gainesville
reserves the right to waive any technicalities and to reject or accept any Bid in its entirety or to accept any
portion thereof if it is determined that either method results in lower costs, better service, final satisfaction
or is otherwise determined to be in the best interest of the City of Gainesville. Award may be made by item
number or in total. Determination of best response to Bid will be the sole judgment of the City of
Gainesville. Bids shall remain valid for ninety days for the date of Bid opening.
BID REJECTION
The City of Gainesville reserves the right to reject any or all Bids at any time without penalty.
Any vendor, who acts as a supplier to another vendor submitting a bid and also submits a bid of their
own, will be viewed as participating in Collusive behavior. This behavior displays a pattern or practice of
unethical or immoral business practices. Any vendor associated with this practice may be banned from
doing business with the City of Gainesville for up to three years.
MODIFICATION OF BIDS
Any clerical mistake that is patently obvious on the face of the Bid may, subject to the limitations described
below, be corrected upon written request and verification submitted by the Bidders. A nonmaterial
omission in a Bid may be corrected if the Department of Water Resources determines that correction to be
in the City’s best interest. Omissions affecting or relating to any of the following shall be deemed material
and shall not be corrected after Bid opening:
(1) Price Information; and
(2) Any required Insurance
WITHDRAWAL OF BIDS
Bids may be withdrawn at any time prior to the Bid opening. After Bids have been publicly opened,
withdrawal of a Bid shall be based upon the following:
The Bidders shall give notice in writing of his claim of right to withdraw his Bid due to an error within two
business days after the conclusion of the Bid opening procedure. Bids may be withdrawn from
consideration if the price is substantially lower than the other Bids due solely to a mistake therein, provided
the Bid was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment
mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a
quantity of work, labor or material made directly in the compilation of the Bid, which unintentional
arithmetical error or unintentional omission can be clearly shown by objective evidence drawn from
inspection of original work papers, documents and materials used in the preparation of the Bid sought to
be withdrawn. The Bidder’s original work papers shall be the sole acceptable evidence of error and mistake
if he elects to withdraw his Bid. If a Bid is withdrawn under the authority of this provision, the lowest
remaining responsive Bid shall be deemed to be the low Bid.
BIDDERS RESPONSIBILITY
When determining whether a Bidder is responsible, or when evaluating a Bid, the following factors may be
considered, any one of which will suffice to determine whether a Bidders is responsible or the Bid is the
most advantageous to the City:
• The ability, capacity and skill of the Bidders to perform the contract or provide the equipment
and/or service required.
• The character, integrity, reputation, judgment, experience and efficiency of the Bidders.
• Whether the Bidders can perform the contract within the time specified.
• The quality of performance of previous public and private contracts or services, including, but not
limited to, the Bidder’s failure to perform satisfactorily or complete any written contract. The City’s
termination for default of a previous contract with a Bidder, within the past three years, shall be
deemed to be such a failure.
• The previous and existing compliance by the Bidders with laws relating to the contract or service.
• Evidence of collusion with any other Bidders, in which case colluding Bidders will be restricted from
submitting further Bids on the subject project or future Bids, for a period not less than three years.
• The Bidders has been convicted of a crime of moral turpitude or any felony, excepting convictions
that have been pardoned, expunged or annulled, whether in this state, in any other state, by the
United States, or in a foreign country, province or municipality. Bidders shall affirmatively disclose
to the City all such convictions, especially of management personnel or the Bidders as an entity,
prior to notice of award or execution of a contract, whichever comes first. Failure to make such
affirmative disclosure shall be grounds, in the City’s sole option and discretion, for termination for
default subsequent to award or execution of the contract.
• If the Bidders will be unable, financially or otherwise, to perform the work.
• At the time of the Bid opening, the Bidder is not authorized to do business in the Georgia, or
otherwise lacks a necessary license, registration or permit.
• Any other reason deemed proper by the City.
NON-ENDORSEMENT
As a result of the selection of a vendor to supply products and/or services to the City of Gainesville, the City
of Gainesville is neither endorsing nor suggesting that the vendor’s product is the best or only solution. The
vendor agrees to make no reference to the City of Gainesville in any literature, promotional material,
brochures, sales presentation or the like without the express written consent of the City of Gainesville.
PROPRIETARY BID MATERIAL
Any information contained in the Bid that is proprietary will be neither accepted nor honored. All
information contained in this Bid is subject to public disclosure.
RESPONSE PROPERTY OF THE CITY OF GAINESVILLE
All material submitted in response to this request become the property of the City of Gainesville. Selection
or rejection of a response does not affect his right.
NO OBLIGATION TO BUY
The City of Gainesville reserves the right to refrain from contracting with or purchasing from any vendor.
The release of this Bid does not compel the City of Gainesville to purchase.
COST OF PREPARING BIDS
The City of Gainesville is not liable for any cost incurred by vendors in the preparation and presentation of
Bids and demonstrations submitted in response to this Bid.
NUMBER OF BID COPIES REQUIRED
Vendors are to submit (1) original Bid and (1) copy.
ADDENDA
Bidders are responsible to check the City of Gainesville’s website for the issuance of any addenda prior to
submitting a Bid. The address is http://www.gainesville.org/purchasing
BID AWARD AND EXECUTION
The City will select the Bid that, in its sole discretion, is the most responsive and responsible Bid to the City.
The City reserves the right to make any award without further discussion of the Bid submitted; there may
be no best and final offer procedure. Therefore, the Bid should be initially submitted on the most favorable
terms the vendor can offer. The specification may be altered by the City of Gainesville based on the
vendor’s Bid and an increase or reduction of services with the manufacturer may be negotiated before Bid
award and execution.
Should the owner require additional time to award the Contract, the time may be extended by the mutual
agreement between the Owner and the successful Bidder. If an award of Contract has not been made
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
